How to save time and reduce the stress of admin
Running a trades business isn’t just about being on site and delivering high-quality work. It’s about managing enquiries, booking jobs, handling paperwork and making sure you’re getting paid on time.
But the reality is too many tradies end up spending their evenings trying to deal with admin.
It doesn’t have to be that way.
There are smarter ways to run your business that save time, stop stress and keep things on track.
This blog covers five simple ways to put better systems in place so you’re not stuck doing paperwork after hours and missing out on all the fun!
1. Use project management software to stay on top of jobs
Juggling loads of projects can get messy fast!
A missed appointment, lost invoice or forgetting to follow up on a quote can cost you time and money.
The right project management software keeps everything in one place, so you’re not looking for job info, chasing paperwork, or missing deadlines.
Which tools can help?
BuilderTrend & BuildXact – Built for builders to track jobs from start to finish.
Fergus – A great tool for sparkies and plumbers to manage jobs, invoicing and scheduling.
What they do
Keep all your job details, plans, and client info in one spot.
Make it easy to schedule site visits and track what’s happening next.
Send invoices and payment reminders automatically so you’re not chasing people for money.
Make it easier to stay in touch with your team and your customers when you need to.
Top Tip: Having everything in one place means less mucking around, fewer mistakes and more time on the tools.
2. Streamline your enquiry process
Every job starts with someone asking about your services. If you’re doing everything manually like taking calls, replying to emails and texts, booking site visits, you’re wasting valuable time.
How you can make it easier:
Online enquiry – Use your website or socials to make it easy for people to get in touch and share details about the job. It cuts down on calls and messages, and gives you the chance to follow up with a quick call before locking anything in.
Send useful info when they enquire – After someone gets in touch, follow up with a templated email that includes helpful info, like a digital brochure or job process guide, so they know what’s possible before you book anything in.
Site visit – You check out the job, discuss what’s needed, and pull together details for the quote.
Automated confirmation email when booked – Once a site visit is booked, send a confirmation email with appointment details, what to expect, and any relevant next steps.
Send quote – Once you’ve priced the job, a VA can prepare and send the quote to the customer, follow up, and handle any questions.
Top Tip: A VA can handle bookings, create and send templated emails and deal with enquires, leaving you to focus on doing the hands-on work that actually makes you money.
3. Automate Contracts, Guarantees, and Waivers
Handling paperwork like contracts, guarantees and waivers can take up way too much of your time.
But with some clever tools, you can make this process a whole lot quicker and hassle-free.
If you’re already using project management software like Fergus, BuilderTrend, or BuildXact, you’ll find built-in tools for handling these important documents.
For those working on new builds or alterations, the Master Builder Contract is a great option and can be sent out and signed digitally.
If you’re not using those platforms, DocuSign is a simple, reliable way to get documents signed online, saving you time on admin and keeping jobs moving.
Top Tip: A VA can handle this for you, setting up templates and making sure paperwork is sent, signed and stored, so you don’t have to think about it.
4. What to do when the job’s done
Finishing a job doesn’t just mean packing up your tools and going on your way.
If you want to keep customers happy, build your reputation and bring in more work then below are some ideas to think about:
Send a quick thank-you email or text to leave a good impression.
Make it easy for customers to leave a review by sending them a direct link to Google Reviews.
Post before-and-after photos or testimonials in local Facebook community groups where people look for tradies.
Check in with customers a few months later to see how things are going. It can lead to repeat work.
Let your customers know you appreciate word-of-mouth and would welcome an introduction if they know someone needing similar work.
Top Tip: A VA can set up review request templates, automate follow-ups, and share posts and testimonials in local Facebook groups—so you don’t have to!
5. Get paid on time without the hassle
Late payments can make it hard to pay your team, cover materials, and keep the business running.
The easier you make it for customers to pay, the less chasing up you’ll have to do. Xero and MYOB let you send invoices instantly and set up automatic payment reminders, so you’re not stuck following up.
Use job management software (Fergus, BuilderTrend, or BuildExact) to track payments and send invoices straight from the system.
Set up Stripe or a similar service so customers can pay by credit card—it’s quick and easy, and lots of people prefer it.
Offer different ways to pay, like credit card or bank transfer, so there are no hold-ups.
Ask for a deposit before you start or set up progress payments so you’re not waiting until the end to get paid.
Top Tip: A VA can send invoices, set up payment reminders, and help set up Stripe or job management software to help keep money coming in on time.
Keep Your Business on track
Getting the admin side of your business sorted means spending less time on paperwork and more time on the tools.
With the right systems and automation, jobs flow better, customers are happy, and you’re not having to sort paperwork or chase payments.
If things like enquiries, contracts, and invoicing are slowing you down, a Shadow Admin Virtual Assistant can set up automation, handle the admin, and keep things ticking over, so you can focus on the work that pays the bills.
